Invoice workflow presets (formerly the AP Queue)
Work bills through DocuClipper from the invoice list: the Needs review, Exceptions, Needs approval, Not synced, and Approved presets, per-invoice flags, bulk approve/reject, and paid-status sync from QuickBooks Online and Xero.
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The AP Queue was a separate view of the same invoices. It is gone — everything it did now happens on the invoice list, as a row of presets above the table.
That means the workflow groupings come with the things the queue never had: per-column filters, sorting, paging, and the rest of the list's bulk actions. Nothing was removed; the KPI cards, the exception flags, the admin toggles, and bulk approve/reject all moved across.
Old links still work. A bookmark to the AP Queue opens the invoice list.
The presets
Open a project that contains invoices and stay on the Invoices view. The preset bar sits directly above the table, each preset showing a live count, with overdue and pending totals at the right-hand end of the same row:
| Preset | What's in it |
|---|---|
| Needs review | The default working view — anything not yet in your books, plus anything flagged even if it is. |
| Exceptions | Invoices with a problem that blocks clean processing: a missing required field, a sync error, a possible duplicate, or a failed PO / bank match. |
| Needs approval | Submitted for approval and waiting on an approver. |
| Not synced | Hasn't reached QuickBooks/Xero yet. Only shown when the project is connected to one. |
| Approved | Cleared the approval workflow, whether or not it has synced since. |
| All | Every invoice in the project. |
Presets filter the same table you were already looking at, so a column filter and a preset combine: pick Exceptions, then type a vendor into the Vendor filter, and you get that vendor's exceptions.
Two admin toggles appear on the Exceptions preset and tune what counts as an exception:
- Ignore PO matching — stop flagging invoices that don't match a purchase order (useful if your team doesn't issue POs).
- Ignore bank matching — stop flagging invoices that don't match a bank-statement transaction (useful before the period is reconciled).
They're only shown on that preset because they only change that preset.
Per-invoice flags
DocuClipper computes what's wrong granularly, so you can act on the exact gap rather than re-opening the invoice to hunt for it:
- Missing vendor — no vendor/supplier set, or one that isn't mapped to your accounting system.
- Missing invoice # — the invoice/reference number is blank.
- Missing amount — the total is zero or empty.
- Missing due date — no due date, so the invoice can't age correctly.
- Sync error — the last push to QuickBooks or Xero failed.
- Duplicate — flagged as a possible duplicate.
- No PO match / No bank match — shown when PO matching or bank-transaction matching is enabled for the project and the invoice didn't match.
Anything with a flag lands in Exceptions, and the flag itself shows in the Needs attention column.
Two columns carry all of this, answering different questions:
- Status — where the invoice is: Needs review, Awaiting approval, Approved, Rejected, Sync error, Synced, or Paid. Once synced, the badge links straight to the document in QuickBooks or Xero.
- Needs attention — what is wrong with it: the exact missing fields ("Category on lines 2, 3"), the flags above, or the provider's error message. Reads Ready to sync when nothing is blocking it.
Bulk actions
Select rows with the checkboxes and the toolbar above the table offers Approve, Reject, Mark as duplicate, Clear duplicate flag, Set due date, and Delete. Approve and Reject came from the AP Queue; the rest were already on the list. (Approvals are a Business-plan feature.)
Paid-status sync from QuickBooks Online and Xero
DocuClipper tracks whether each invoice has actually been paid in your accounting system, so the Paid status reflects reality without you marking anything by hand.
How it works:
- The check runs lazily — DocuClipper refreshes paid status when you open the invoice list, not on a constant background poll, so it only spends an API call when you're actually looking.
- It looks up the still-unpaid bills and invoices in QuickBooks and Xero in batches. An invoice counts as paid when Xero reports its status as PAID (or amount due of 0), or when QuickBooks reports a remaining balance of 0.
- Once confirmed paid, the paid date is stamped on the record permanently, so it drops out of the "needs checking" set and the lookups get cheaper over time.
- Refreshes are throttled to about once every five minutes per project, so opening and closing the list repeatedly won't hammer the connection.
- Only bills (AP) and invoices (AR) are polled for an open balance; QuickBooks expenses/purchases are recorded as already paid.
A confirmed-paid invoice picks up the Paid status and drops out of Needs review (and out of AP aging). It stays visible under All.